Notice of Privacy Practices
Health Insurance Portability and Accountability Act (HIPAA) Provisions

Protecting Your Privacy
Vita Healthcare PLLC prioritizes the confidentiality and security of your mental health records in accordance with both state and federal laws, including the Health Insurance Portability and Accountability Act (HIPAA), which went into effect on April 14, 2002. This notice outlines how your information may be used and disclosed, and the rights you have concerning your psychological records.

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Who Must Follow These Rules?

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The following individuals are required to comply with HIPAA and privacy rules:

• Your treating Mental Health Professional;

• Any administrative staff with limited access to your identifying information (e.g., name, address, phone number);

• Your insurance provider may request records for billing purposes;

• Any billing or collection agency that handles information about you (e.g., diagnostic and treatment codes, consultation dates, but not clinical records).

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Your Rights Regarding Your Mental Health Information

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As a client of Vita Healthcare PLLC, you have the following rights:

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The Right to Inspect and Obtain a Copy of Your Mental Health Record

Your records are a vital part of the therapy process and help ensure continuity of care. Under HIPAA, your treatment is documented in two ways:

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• The Clinical Record includes your session dates, diagnosis, treatment goals, progress notes, medical/social history, and treatment history.

• Psychotherapy Notes (optional) contain specific therapeutic content and analyses, used by some providers for internal tracking purposes. These notes are kept separate from the Clinical Record to maximize privacy.

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You may request a copy of your Clinical Record. Viewing your record is best done during a professional consultation for clarity. A nominal fee may be charged for photocopying. Psychotherapy Notes are not shared with third parties, HMOs, insurance companies, billing agencies, or clients without consent. If your case manager or insurance company requests these notes, you have the right to accept or decline.

 

The Right to Request a Correction or Add an Addendum to Your Mental Health Record

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• Correction: If you believe there is an error in your record, you may request a correction. If the information is accurate or provided by a third party (e.g., previous therapist, primary care physician), it may remain unchanged.

• Addendum: You have the right to add information to your record if you believe it is incomplete.

 

The Right to an Accounting of Disclosures of Your Mental Health Information

You have the right to request a list of when, to whom, and why your information has been disclosed (excluding disclosures for treatment, payment, or healthcare operations).

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The Right to Request Restrictions on How Your Information is Used
You may request certain restrictions on how your mental health information is used or disclosed. While most requests will be honored, there may be instances where such restrictions cannot be applied.

 

The Right to Request Confidential Communications
You can request that communications be handled in specific ways, such as contacting you at work rather than at home or sending billing statements to a different address.

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The Right to a Copy of this Notice
You have the right to request a copy of this Notice of Privacy Practices at any time.

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The Right to File a Complaint
If you believe your privacy rights have been violated, you may file a written complaint with Vita Healthcare PLLC's Compliance Officer. Filing a complaint will not impact the services provided to you. Should you have concerns or questions about your health information privacy, please contact the Compliance Officer at (915) 944-1706 or via email at help@vitahealth.us.

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How Vita Healthcare PLLC May Use and Disclose Your Mental Health Information

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For Treatment
Your clinician may access and use your mental health information to ensure continuity of care. This information will not be shared with other healthcare professionals unless you provide consent.

 

For Payment
Vita Healthcare PLLC may use or disclose your mental health information for billing purposes. This includes your name, personal identifiers, and diagnostic and treatment information.

 

For Healthcare Operations
Vita Healthcare PLLC may share identifying information with administrative staff to assist in scheduling or treatment processes. Personal health details are only disclosed as necessary to complete administrative tasks.

 

As Required by Law
On rare occasions, your information may be disclosed as required by law, such as when the Department of Health and Human Services needs to review compliance with HIPAA.

 

For Business Associates
Vita Healthcare PLLC may contract third-party business associates, such as billing agencies or attorneys, to address business issues. These associates are required to maintain confidentiality and follow HIPAA guidelines.

 

Technology and Privacy
As part of Vita Healthcare PLLC's practice, technology-enhanced services and automated systems may be used to facilitate day-to-day operations, including communication, appointment management, and other interactions with the practice. These systems function seamlessly in the background, ensuring efficiency while maintaining privacy and compliance with HIPAA and other relevant privacy laws.

 

Changes to this Notice
This Notice of Privacy Practices may be revised periodically. You will be informed of changes to privacy laws as they arise. If you have questions, please contact Vita Healthcare PLLC directly.

 

Acknowledgment and Agreement
By visiting our website or using our services, you acknowledge that you have read, understood, and agree to this Notice of Privacy Practices, including how your information may be used and disclosed.